2025 Region and National Section AGM Q&A
Publications
Q: Why has the format of Siteseeker changed?
A: Following extensive research, and after gathering lots of feedback from members, we are delighted with our ‘new look’ SiteSeeker 2025/26.
The publication embraces our Club brand in terms of design and the desire to inspire our members to camp with us. We have removed Independent Site listings, meaning that we have been able to include more images and more information about Club Sites and Certificated Sites.
SiteSeeker is the essential handbook for members. It is fully focused on promoting the Club itself, including highlighting Social Camping as another great way to make the most of your membership. Weblinks and QR codes make it really easy to book your stay on Club Sites and Certificated Sites.
During the life of the handbook, there will be changes. The most effective way to manage this is directing people to online content, which can be kept up to date – hence the use of web addresses and QR codes.
Club Sites
Q: Do Club Sites welcome Groups and Meet bookings?
A: Yes, the Club is committed to supporting Club Units to camp on Club Sites, if that is the preference of the Unit.
Green Paper 3.11 (v7) sets out the process Units should follow. In terms of pricing, Club Units receive a 60% discount on Club Site member prices.
There are just four Club Sites situated in the Lake District where Club Units are not able to receive a discount – due to high demand from members - but Units are, of course, welcome to book pitches at full price.
Q: Why did the Club purchase Beadnell Bay Club Site?
A: The Beadnell Bay Club Site was a leased site, with rent being paid to the landowner. With the option to utilise additional adjacent land, the purchase of the site was negotiated.
This secures a fantastic site in a stunning location. The Club is delighted to now own this site, and is planning to develop the site, now that it has been secured for the long term.
Q: Why are the number of Club Sites reducing?
A: It is important that the Club Site network evolves to provide members with the best camping experiences in the locations where members want to camp.
The Club is facing financial challenges, along with many organisations, and it is important that where sites are not contributing financially due consideration is given to the viability of the site. So, as we reach the end of leases and agreements, it is appropriate to reassess if the site is right for the network, and for members.
The loss of these sites from the network means the Club is able to focus the cash it generates on investing in the sites that do contribute financially to the organisation.
Only last year we purchased Nottingham Club Site, a valuable addition to the network.
We are planning to develop a brand new site in the Lake District in the coming months. An area where our members love to camp. This land was purchased when the Club acquired Braithwaite Village Club Site, and we are excited to now focus on developing a brand new site.
Q: Why are we not able to book short stays on Club Sites?
A: We do permit shorter stays if they are booked closer to the arrival date and where availability allows. This is not currently actively promoted, but is managed by the Service Centre when taking ‘last minute’ bookings.
The standard minimum booking periods can be accessed on the Club’s website:
file:///C:/Users/sabinav/Downloads/2025%20Club%20Site%20Minimum%20Stays%20v2.pdf
Meets/THSs
Q: Could the Club provide rubbish skips for larger Meets/Temporary Holiday Sites within the Club’s contract for rubbish disposal?
A: This would not be effective use of Club funds, or more importantly operationally practical. All elements of running a Meet or THS are the responsibility of the Club Unit organising the Meet/THS.
Membership
Q: Why has the Club chosen to freeze the cost of membership this year?
A: It is incredibly important that membership subscriptions are not seen as a barrier to enjoying all that the Club has to offer.
We’ve kept increases to a minimum over recent years – taking the decision not to pass on the extreme cost increases experienced across the organisation.
With the continuing uncertainty in the economic environment, and the awareness that the cost of living is still increasing, we have made the decision to freeze subscriptions this year, in an aim to retain more members and attract new members.
With member numbers continuing to decline we felt this was the right thing to do to contribute to stabilising our membership.
Q: Where can I access my digital membership card?
A: You can download the Siteseeker app via the Apple App Store or Google Play Store. Then log-in using the same details you would on the Club website. Your card(s) should be visible on the ‘Home’ section of the app. The card(s) can also be accessed by selecting the ‘Settings’ or ‘Cog’ icon on the top right of the app.
You will be able to see the cards for both primary and secondary members (where applicable). Our website currently only allows the primary member to log in. The primary member will have access to both membership cards within the app.
When connectivity is a problem, as long as you have logged in and updated the app, your card should still be viewable.
Q: Do all Members still receive Membership cards?
A: All paper members receive physical membership cards, as do digital members, although later this year we will not be sending physical membership cards out to digital members. However, there will remain an option for those digital members that want a physical card to request one. Otherwise, provision of your Club membership card is through the Siteseeker App.
Q: Why is Section Membership taken separately to Club Membership?
A: It isn’t, unless a member joins a Section mid-year. Once a member has joined a Section, their renewal for both the Club and the Section will happen at the same time.
Q: Why does the voting email come from Mi-Voice and not the Club?
A: The electronic voting is carried out by Mi-Voice, who provide a professional, independent service. However, the Club is referenced in the subject line, and the email clearly states the email is relating to the Club.
Q: Can the Membership Secretary arrange for the removal of deceased members instead of the bereaved members?
A: No. The Club needs to ensure due process is followed, and we require family members to advise us.
Visitor Levies
Q: With the introduction of the Visitor Levy legislation in Scotland, how will this impact the Club?
A: Unfortunately, despite the Club’s best efforts to influence the Scottish Government, before the legislation was passed, the scheme that has been introduced does apply to camping sites and caravan parks, as overnight accommodation providers.
The City of Edinburgh Council are the first Council to implement the scheme - commencing in July 2026 - which is when accommodation providers will need to charge and collect the additional tax from its customers, before passing it on to the Local Authority.
A number of Scottish Councils are now holding statutory formal consultations with a view to introduce the visitor levy scheme, in line with the City of Edinburgh’s approach.
The Club continues to engage with Councils during the consultation periods, and is also actively involved with industry partners and VisitScotland in shaping the guidance for businesses.
We have yet to fully understand the implications of the introduction of these schemes. However, we will ensure that Club Units are kept up-to-date on how this legislation will impact meets and THSs.
Q: Are Wales and England likely to introduce a similar scheme?
A: Wales is further forward than England in considering the introduction of a visitor levy scheme – but the likelihood is that both will look to implement the scheme in the coming years.
As with Scotland, the Club is working hard behind the scenes - with our industry partners - to try to minimise the impact on campers, the Club itself and also our Club Units.
Websites
Q: Will making a booking on the Club’s website get easier?
A: We’re investing heavily in our business systems and technical infrastructure, with the aim to provide users with an improved experience.
We are working hard to introduce a new booking system, which will help us to achieve an improved booking flow.
Q: Why is SquareSpace being introduced as the mandatory web platform for all Units?
A: The Region, DA, National Section and Section Areas operate within the structure of the Club as a whole. They are not entities in their own right. This means the Club carries the liability for any issues, breaches, fines, and the security of our members data, no matter how or where it is collected.
With 134 Club Units across the country there has to be an element of structure, central control and coordination. Hence the Committee structure the Club operates within, in accordance with its Articles of Association.
We have volunteers and Voluntary Officers all playing an important part in the organisation, and the Club has a responsibility to support and protect those volunteers. The actions and behaviours of our volunteers and Voluntary Officers – along with our staff - directly impact the reputation of the organisation, and our members perception of the Club as a whole.
In line with our expectations of Unit Treasurers – where we expect them to use a standard accounts system (Quickbooks) – we have introduced the expectation that all Club Units – if they wish to operate a website – operate it on the Squarespace platform.
At Greenfields House we provide full support to members carrying out voluntary roles. We can only do this through using a single system that is operable by all levels of abilities. We appreciate these voluntary roles can be quite onerous and time consuming and we aim to provide support and guidance to members to help them carry out their roles effectively and efficiently.
Q: Why is there no mention of social camping on main website page?
A. The design of the website is important in terms of attracting new members and servicing the needs of current members. Members are introduced to social camping in a variety of ways, including via the website where social camping has a dedicated area. It would not be appropriate to include this on the front page.
https://www.campingandcaravanningclub.co.uk/campsites/member-only/social-camping/
International Travel
Q: How is the Club supporting members with overseas travel?
A: We continue to support our members overseas travel planning and arrangements in a variety of ways.
We offer products through partnerships with Allcamps and Eurocamp, which offer hundreds of campsites across Europe.
We provide members with a service to book ferry crossings and we feature overseas touring ideas through our magazine.
We also continue to support and be an active member of the FICC.
https://ficc.org/en/
Q: Is the Club leaving the FICC?
A: The Club has no plans to leave the FICC.
Administration
Q: What is the Club doing to promote Special Interest Sections and District Association Social Camping events?
A: Special Interest Sections and DA social camping is promoted through a number of channels and materials:
• The Join Book
• New Membership Pack
• SiteSeeker 2025/26
• Renewal comms
• Magazine editorial content
• Magazine adverts
• On our website
• The Special Interest Sections booklet
• Each new member receives one issue of Out & About with regular opt-in prompts in both the print and digital editions
• An Out & About section – now called ‘Connect is included in every monthly magazine
Q: Why can’t we join Sections online as part of the join journey?
A: Adding a Section was removed from the online join form some years ago. The rationale for this is that during the join process, introducing the option to join Sections, causes friction/drop out in the journey, as at this point potential members will not be aware of, or have the right information, to make this decision.
We include messages about Sections across all the relevant marketing touch points as part of the customer journey, if a member wants to add these they can do so easily over the phone.
Q: Why does the Club not share member details with the DAs, to help reverse the decline in active DA members?
A: We work very hard to support DAs and promote DA social camping, with regular articles in the Club magazine and the Out & About supplement. There is also lots of information in the Members Area of the Club website.
All members are automatically associated with a DA, whether they have an interest in Social Camping or not.
The reason the Club does not share member information with DAs is to ensure that all members receive consistent, timely and professional communications from the Club. It is not appropriate for members to be directly contacted by separate elements of the Club. We need to manage the member journey carefully, with an aim to retaining as many members as possible, introducing them to the wider elements of the organisation at the most optimal time.
As a DA Committee, we would encourage you to do all that you can to promote your activities and event. This can be done by providing good content that we can publish in the Club magazine or Out & About. Maintaining an informative website is helpful, where you can direct new members to - we provide a link to this in the Members Area of the website. And, of course, the most important thing that you can do is give a warm welcome to members that attend your activities and events. So that once they have experienced social camping, they are keen to return, and potentially get involved in the Committee, or volunteering.
Note, where a member chooses, and pays, to join a special interest Section, the member’s details are shared with the Secretary of the Section.
Q: Why are you reducing the number of issues of the Club Magazine?
A: The Club has taken the decision, approved by our National Council, to reduce the frequency of its member magazines ‘Camping & Caravanning’ and ‘Out & About’ to nine issues per year, to combat the rising costs of postage and production.
The plan captures significant savings on print, paper and postage, and has positive sustainability and environmental benefits, helping reduce the overall carbon footprint of the business.
The Publications team will continue to publish both magazines up to and including the October 2025 issue (distributed to members in mid-September).
It will then produce a bumper winter special issue (distributed to members in mid-December), before returning to a monthly schedule for several consecutive issues with the March 2026 issue (distributed in mid-February 2026).
Q: DG Pitch and Chairman’s Pitch are not prominent enough in the Club magazine.
A: The design of the Club magazine is under constant review to ensure it is meeting the needs of members, inspiring them to enjoy the incredible outdoors through camping. We carried out a significant piece of research before making any changes to the layout of the content. We feel the magazine now has a nice flow, helping members to get maximum enjoyment from the publication.
Q: Why do DA’s have to pay VAT?
A: The Club is VAT registered. As every Club Unit is part of the organisation, all Units are VAT registered, under the same VAT Registration Number as the Club. The total turnover of the Club means that VAT registration is not an option.
Q: What will happen to Chiltern Region Finances?
A: The cash remaining, after settlement of any VAT liability/refund and administration grant payment/receipt, will be allocated as below:
30% will be allocated to the two remaining active DAs
30% will be allocated to the Region(s) adopting the DAs
40% will be returned to Club central accounts
Q: What happened to the two remaining active DAs from Chiltern Region?
A: Oxfordshire DA was transferred as a whole to Southern Region and Bedfordshire DA was transferred as a whole to Eastern Region.
Q: Can a Regional Treasurer be a DA Chairman?
A: Yes – they must be mindful of the potential conflict of interest and the Region must be the priority.
Q: Why are Region’s expected to move AGMs to accommodate the Executive Committee attending?
A: It is important to the Executive Committee that one of them is able to attend all Region and Section AGMs each year, in the interest of consistent, appropriate support being provided at each AGM.
Q: Why do all Regions and Sections not have a member of the Executive Committee present at their AGM?
A: Please see above
Q: Can changes to the Treasurers Handbook be highlighted?
A: We will address this, appreciating that change control would be useful.
QuickBooks
Q: Why can’t Auditors have access to QuickBooks?
A: The license only permits 3 users (Treasurer/Regional/HQ). If we were to add any additional licenses, it would mean going onto a higher package which would be a substantial increase in cost. This is under review.
Q: Why aren’t Auditors receiving QuickBooks training?
A: We do not have the resources to train auditors, but we do accept that an updated audit pack/instructions should have been provided to auditors. This will be addressed for the 2025 audits.
Q: Why is it the Region Treasurers responsibility to train District Association Treasurers?
A: That is how the Club is structured.
Q: Can the printed report in Quickbooks have bigger font?
A: Local printing setting can increase font size but it will be across multiple pages and/or bigger paper size. Unfortunately, as QuickBooks is an off the shelf product, the Club cannot alter or amend any of their settings or reports.